OPEN MINUTES
August 26, 2007
Board Members
Present: Ellena, Guyer, Jane, Smith,
Smydra
Management Present: Miller, Lyon
Members: Sign-in sheet available
Meeting called to
order at 5:00 p.m.
OPEN MINUTES
Smydra moved, Smith seconded the minutes of July 29, 2007 with corrections. Approved 5-0
Patricia Smydra, 6334
Balfour
Ms. Smydra informed the Board that she called/spoke with City Council Member, Carol Wood, about her concerns regarding the Arbors of Georgetown property behind her unit. Her concerns include the lack of flowers to beautify the property, noise, and police calls. Ms. Smydra stated she was assured by Councilwoman Wood that she would look into her concerns. Ms. Smydra gave Ms. Miller’s number to Councilwoman Wood as a contact about these issues also.
Rita Stoll, 1706
Ms. Stoll commented on how amazed and pleased she was at the
great response from
Later in the meeting, Ms. Stoll suggested that due to the events of this past weekend this might be an excellent time to remind members to get “home owners” insurance, and perhaps explain about the Cooperative’s insurance deductible.
Marjorie Sudberry, 6231 Balfour
In lieu of the Tornado this past weekend, Ms. Sudberry questioned what type(s) of damage the Cooperative’s liability insurance is likely to cover, and wondered what expense a member might expect. Management explained that the Cooperatives’ insurance will cover any damage to the unit (walls, siding, roof, etc) while the member is responsible for their own property. It was also explained that if the damage to a unit is a member’s fault (fire, explosion) the Cooperative’s deductible ($5,000.00) becomes the responsibility of the member, and the insurance could sue the member for property damages. It is for this reason that members are encouraged not only to carry their own insurance but, to make sure they have enough coverage to pay the $5,000.00 deductible, if necessary.
Delinquent Accounts
A revised Delinquent Accounts Policy was presented to the Board for review and approval, Changes include 1) each month a member’s account is delinquent after the third month a late fee will be charged. 2) Any delinquent accounts over $100.00, the member will be issued a 7-Day Notice to Quit.
Guyer moved, Smydra seconded to accept the changes to the Delinquent Accounts Policy with amendments. Approved 5-0
Semi-Truck Parking
After thanking Ms. Jane for her recent initiative
investigating
According to the Traffic Code of the City of Lansing (TRAF), Chapter 11 (Trucks), Section 11.2 (Parking) no detached trailers can be parked in any street and trucks cannot park for more than an hour.
Members may call the police to report such violations. However, Ms. Miller stated that she spoke with Captain Szymanski concerning this matter, and she has requested that she be contacted when violations occur. Therefore, Management will be asking members to call the office when violations happen during the day so Captain Szymanski can be contacted. A flyer explaining this ordinance and this procedure will be going out to members’ in the near future.
Advertising/Norris
Ingells Walk for Nature
The Norris Ingells Walk for Nature is a fund raiser for the Friends of Fenner Nature Center. They are holding their second annual event October 20, 2007.
Management is recommending that the Board consider a donation to this fundraiser for advertising purposes. For as little as $250.00, Highlands can get our name on promotional flyers for the fundraiser, our name on the back of t-shirts given to all registered walkers, and a poster displayed at the event.
Guyer moved, Smith seconded to contribute $250.00 to the Norris Ingells Walk for Nature fund raiser which will also benefit the cooperative with a reasonable, cost-effective advertising tool. Approved 5-0
Roof Specifications
Mr. Lyon and Mark Robert met with representative of DLZ; an engineering, architect, scientist, planner, surveyor company regarding the concerns management has had with the roof line construction in the back of the townhomes. DLZ will draft specifications, organize bids with roofing contractors. Mr. Lyons will attempt to get Village Cooperative to pick-up one half the architect fees as they could benefit from this project in the future.
Along with Managements’ recommendation for the Boards’ review and consideration is the proposal from DLZ in the amount of $13, 455.00
Smith moved, Jane seconded to accept the proposal from DLZ
to draft
Approved 5-0
Booties for
Maintenance (AMAI)
At the 2007 annual meeting (Annual Meeting Agenda Item - AMAI), Jane Drolett, recommended that the maintenance staff wear booties over their shoes when entering a members’ town home. This was done many years ago. However, it was not safe on the hardwood floors/steps and vinyl floors. A staff member was injured when his foot slid on the vinyl floor coming from the basement of the unit.
Management is recommending, therefore, that out maintenance staff not be required to wear protective “booties” with a practice that could potentially endanger our employees. Board Consensus in agreement with Management’s recommendation.
Leaf Clean-up (AMAI)
At the 2007 annual meeting, Jane Drolett questioned if there was a better way for maintenance to clean-up leaves on the property. Per Managements recommendation, and for the Boards review and consideration is information on a leaf and lawn vacuum.
The cost of the vacuum and accessories would be approximately $2,300. Even though the vacuum is totally self contained, there are concerns that the axel system would not hold up taking the vacuum across the large lawn areas on the property. Therefore, an additional $800.00 to purchase a trailer with larger wheels to mount the vacuum on is also needed.
Guyer moved, Ellena seconded the purchase of a leaf vacuum ($2,300) and better quality wheel base system ($800) for a total expenditure of $3,100.00 from the Reserve Account. Approved 5-0
Senior Escape
There are currently approximately ten (10) seniors from
Smydra moved, Smith seconded to
rent the 15 passenger van from
Highlands 2007/2008
Budget
Mr. Lyon informed the Board and members that Management will be presenting the 2007/2008 budget for discussion and approval at the September 16, 2007 Board Meeting. The proposed budget has a $10.00 increase. Main factors causing this increase include increases in insurance/taxes, personnel costs, and health insurance costs. If the Board has any questions he or Ms. Miller is available at any time.
Crime Map
Ms. Miller provided an area map dated August 6, 2007 that
she received during her monthly meeting at the South Lansing Precinct with the Lansing
Police Department. Three (3) offenses
were in the Cooperative areas, but only one motor vehicle theft effected
Marketing
Ms. Miller informed the Board that there are only ten (10) memberships on the market. This is the lowest it has been since 1990. Management is attempting to get a more accurate reflection of this information, however, as some of members are not actively selling their units but, may still be on the list.
NEW BUSINESS
Property Damage
Management provided a list of damage to the property caused
by the Tornado that struck the area on Friday, August 24, 2007 at approximately
4:45 p.m. The following items were
identified: Trees: 46 -
Ms. Miller also to let the Board know how impressed she was with the community spirit members showed to each other in the aftermath of this Tornado. Ms. Miller suggested a letter of appreciation be sent to the membership expressing out appreciation. Mr. Lyon, Ms. Miller, and Ms. Smith will develop a letter. Board members will receive a copy once it is completed.
OLD BUSINESS
Ms. Guyer inquired if there had been any response to the Boards’ request for members to join the newly forming Playground Committee since last month. Ms. Miller responded that no members have come forward yet; however, the first request will be included with the newsletter on Tuesday of next week.
Next Board Meeting
Date
September 16, 2007
Meeting Adjourned at 6:10 p.m.
I certify that this is a true and accurate statement of the Board Meeting of August 26, 2007.
Respectfully submitted,
Jackie Guyer, Secretary, Board of Directors